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Edit or change employee info in payroll

by Intuit•59• Updated 1 month ago

Update employee profiles in your payroll account whenever details like names, bank accounts, or filing information change. Keeping these records current ensures your payroll processing remains accurate and compliant with state tax requirements.

What you’ll need

  • An active Intuit QuickBooks Workforce or QuickBooks Desktop Payroll
  • Necessary documents such as an updated W-4 or a new direct deposit form.

Update profiles

You can update employee details directly through their profile or while running a payroll session. Employees may also edit some personal and tax information themselves through QuickBooks Workforce.

Option 1: Update from the employee profile 

  1. Navigate to All apps, select Team, and then select Employees (Take me there).
  2. Choose the employee you need to update.
  3. If the employee is not visible, use the dropdown â–Ľ above the list to filter by Active Employees, Inactive Employees, or All Employees.
  4. Find the specific section you want to change and select Add or Edit ✎.
  5. Enter the updated information, including effective start and end dates if applicable.
  6. Select Save.

Option 2: Update while running payroll

  1. Go to the Run payroll screen and select the name of the employee.
  2. Choose the section requiring an update and select Add or Edit ✎.
  3. Enter the new details and select Save, then select Done.

The available tabs and fields in this product may vary based on your specific payroll service.

  1. Navigate to Employees and select Employee Center.
  2. Double-click the name of the employee you wish to edit.
  3. If the employee is missing from the list, select the dropdown â–Ľ above the list to filter for All Employees, Active Employees, or Released Employees.
  4. Input the changes in the appropriate section.
  5. Select OK.

Editable information

TabInfo that can be changed
Personal• Personal info (name, birth date, Social Security number, gender and legal sex)
• Contact info (address, phone number, and email)
• Emergency contact (name, relationship and phone number)
Job & pay• Employment details (hire date, pay schedules, work location, billing rate, employee ID and workers’ comp
• Job details* (employee status, manager, department, job title and employment type)
• Base pay* (Hourly or salary pay, default hours per day and week)
• Payment method (direct deposit info)
• Additional pay types* (other pay types such as bonus or overtime)
• Deductions & contributions (deductions or company contributions for items like health insurance or retirement plans, garnishments)
• Withholdings & exemptions (W-4 info like federal and state withholding, local taxes, and exemptions)
Time off• Time off requests
• Policies & balances
Documents• W4
• In progress and complete Documents
• Uploaded Documents
Performance• Performance reviews
• Goals
Benefits• Active benefits, including Benefit class*
• Enrollments
• History
• Life events

*field(s) can be effective dated

TabInfo that can be changed (If you see the Required tab)Info that can be changed (If you don’t see the Required tab)
Required Infoname*, gender, birth date*, Social Security number*, hire date*, email*, phone number*, address*
Personal Infomarital status, U.S. citizen, ethnicity, I-9 form info, disability info, military infomarital status, U.S. citizen, ethnicity, I-9 form info, disability info, military info
Additional Infoadditional contact info, emergency contact infoadditional contact info, emergency contact info
Payroll Info• payroll schedule
• hourly or salary pay, other pay types such as bonus or overtime
• deductions or company contributions for items like health insurance or retirement plans, garnishments
• direct deposit info
• W-4 info like federal and state withholding, local taxes and exemptions
• time off pay such as sick or vacation pay		• payroll schedule
• hourly or salary pay, other pay types such as bonus or overtime
• deductions or company contributions for items like health insurance or retirement plans, garnishments
• direct deposit info
• W-4 info like federal and state withholding, local taxes and exemptions
• time off pay such as sick or vacation pay
Employment Infohire date*, employee id, employment type, employee statushire date*, employee id, employment type, employee status
Workers' CompWorkers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only)Workers' comp code (for QuickBooks Desktop Payroll Assisted and Enhanced Payroll only)

*Required field

Results

The employee profile is updated with the current personal, employment, or tax information. These changes take effect immediately or on the specified effective dates.

Next steps

If your employee has moved to another state, you must complete a new state setup to ensure taxes are paid correctly in that jurisdiction.

Intuit QuickBooks Workforce CoreIntuit QuickBooks Workforce EliteIntuit QuickBooks Workforce PremiumQuickBooks Desktop Payroll AssistedQuickBooks Desktop Payroll BasicQuickBooks Desktop Payroll Enhanced